Export Data
You will find this page under Admin Tools > Installed Plugins > Data Toolkit. This page allows you to export any Rock entity to either a CSV or JSON formatted file. When you first select an Entity Type it will automatically configure all the properties of that entity type as columns to be exported with their default values. Don't worry, you can modify this set of columns. You can re-order the columns, add new columns or remove columns entirely. Once you have your export configured you can even save it as a preset if you think you will use it again later.
Here is an example of the export page that is using a preset to define a sub-set of columns when exporting the Defined Type entity:
As you can see, we are only exporting three columns, even though there are more available. Specfically, you will notice that we are not exporting the Id or Guid properties, among some others. Another thing to note is the use of Lava in the Category column. The Defined Type entity stores the Category Id, but that isn't very useful to us. So we use Lava to reference the Category and it's name.
Hopefully that screenshot has wet your appetite for what you an do with this.
Export Options
Preset
You can have any number of presets configured, so feel free to add as many as you want. A preset will restore the Entity Type, DataView filter, Export As, and the column list. So your entire configuration can be saved and re-used later without having to remember any specific settings.
Entity Type
This is what you want to export. In our example, we are exporting a list of Defined Types.
DataView Filter
Yep, you read that right. Let's say you wanted to export all the Small Group records. A Small Group is a type of Group, but so is a family and a dozen other things you don't care about. In this case, you would create a Data View that filters your Groups to only those you actually want to export. This isn't just limited to Groups, you could for example create a Data View to filter the Defined Types to a specific category, you are only exporting one categories worth of data.
Export As
This one is pretty straight forward. You can export as either CSV (Comma Separated Values) or as JSON. 99% of the time you are probably going to export as CSV, but if you ever need to export as JSON, you can!
Columns
This is where things get really interesting. By default, the list of columns will be populated for you to export all the data for an entity type. You probably don't need everything so if you want to trim things down a bit you can remove columns you don't need. You can also add new columns. For example, say you wanted to have both the Category Id and the Category Name. It's a single property in the database, but you can create two columns, one for each.
As we mentioned, you can use Lava to customize the export. Every item you are exporting is the Row - just like if you were doing a merge template. Therefore, to export the category id of the Defined Type, you would use the Lava {{ Row.CategoryId }}. Since Lava can also traverse objects you can get the category name by using {{ Row.Category.Name }}.
But what if you need to do more? Say you need to supply a default category name if one doesn't exist? Sure thing, just use standard Lava.
{% if Row.Category and Row.Category != null %}{{ Row.Category.Name }}{% else %}Default{% endif %}
In order to make your life easier, we pass the merged Lava data through the Trim() method with removes any whitespace at the beginning or end of the string. This should help when doing complex lava.
One final thing to note about the Lava, there is a block setting which allows you to specify which Lava Commands are enabled for use. By default none are enabled for security reasons, but you can enable any Lava command you want and use it, even the web request (though why you would I don't know).
Exporting
The Preview button will give you a preview of what the first 10 rows of data will look like. This displays as a Rock grid so it is simply a way to check your Lava and make sure it's doing what you expect before you export out the entire 3,000 items of your selection.
Once you are happy with the preview of the data, click the Export button to begin exporting. You will get an on-screen progress of how many rows it needs to export and how far along it is. When it's done you will be provided with a button to download the data file.
Import Data
You will find this page under Admin Tools > Installed Plugins > Data Toolkit. This page allows you to import any Rock entity from either a CSV or JSON formatted file. This can either be a file generated from the Export Data page or a file that came from a 3rd party solution.
CSV files are the wild west. The format of them is pretty loose, but we think we have covered most of the bases. If you are having issues, you might try the https://csvlint.io/ site and see if it thinks your file is valid.
When you first upload a file it will be scanned so that it knows what columns are available. If you click the Sample tab, you can see a sample of the first 10 rows of the file as well as the column names it identified. This can help you to know that your file is (probably) one that can be imported. A sample from our previous export might look like this:
Import Settings
The screenshot for this is huge, so I will include it at the end for reference.
Preset
You can have any number of presets configured, so feel free to add as many as you want. A preset will restore the Entity Type and the column settings. So your entire configuration can be saved and re-used later without having to remember any specific settings.
Entity Type
This is what you want to import. In our example, we are importing a file of Defined Types that we previously exported.
Columns
Things are a bit more hectic on import, from a visual standpoint. Every property of the selected entity will be listed. You cannot re-order them and you cannot delete them. If you do not want a value set then leave the Lava Template blank and it will be ignored.
The Lava Template works the same as it does for the Export page. That is, each row of data being imported is referred to by the lava variable Row. So if you want to reference the Name column, you would use the Lava syntax of {{ Row.Name }}. As with the export page, you can use any valid Lava including filters and entity commands (if you enable them in the block settings).
When you select the Entity Type, it will automatically fill in the Lava Templates for any properties that match a column name in the data to be imported. If you look at the screenshot below, you will notice that it only filled in the Name and Description even though our file included a third column for the Category. The reason for that is the data file used the column name of Category whereas the property name is CategoryId.
If you wanted to import everything into a single category, you could just type in the Id number of the category for the CategoryId property. If you wanted it to be dynamic, you could write up some Lava with Entity Commands to search for a category that matches the name in the Row data.
For another example, lets say you have two files. One for the Categories and one for the actual data. The first file has a unique identifier for the category which is referenced in a column in the data file. On import, you could assign this unique identifier to the ForeignId column. Then when importing the data file you could use entity commands to locate that category and snag the Rock Id of it.
Importing
Okay, now back to the fun part. Actually importing the data. Once again there is a Preview button that will give you a preview of the top 10 rows of data that would be imported. This is different than the Sample we looked at previously. This preview is after any Lava merging happens and it shows what the Entity will look like after the data has been imported into it. It's not a perfect preview, but it should again help give you an idea as to whether your Lava is correct.
Next, we recommend you run the Test Import. This is identical to a full import, but it does everything in what is called a "transaction". Once the test import is finished it rolls back the transaction so the database is in the state it was before you imported. This will let you see if there are any errors during the import without actually running it.
Finally, when you are ready to really import everything you can click the Import button and it will begin the import process. This will do everything the exact same as the Test import did, but when it's done it will commit those changes to disk. If any single entity (row) cannot be imported because of an error, the entire import will be aborted - including any rows that were already imported. This means if you are importing 100 rows and row 53 has an error, then 0 (zero, none, not any at all) rows will have been imported to the database. Fix the error and you can try again.
With either a test import or a live import, if an error is encountered it will provide details about what the reported error was as well as a JSON representation of the row that failed to import. This should help you track down the specific row in the file and figure out what is wrong.
[!NOTE]
There is currently no way to skip some rows on import. The entire file will be imported. For example, if you export from another system a CSV file that contains 10 rows and import that you will have 10 entities in Rock. If you then export another file that has 20 rows, 10 of which are the same as was previously exported, and you then import that second file into Rock, you will have 30 entities in Rock. We are considering a method to allow you to detect and skip duplicates but please let us know if that would be useful to you.